Privacy Policy
Here at Portals we’re committed to managing your personal data in compliance with all relevant data protection laws. As a part of this, we strive to ensure full transparency around how we process personal data. This policy outlines the following:
Why we collect your data
How we collect your data
Where we store your data
Whether we share your data with any third parties
Your rights
Cookies
Mailing lists
Security measures
Other websites
1. Why we collect your data
In order for us to create content for our clients, we collect and use a very small amount of data. This data will typically include your business contact information: your name, job title, business email address and business telephone number.
We’ll never ask for personal information such as bank details or home address. Regardless of this, at Portals we understand that all data – whether it is publicly available or not – is important and should be handled with care.
2. How we collect your data
Your data is typically collected in one of four ways:
When you submit a contact form on our website.
When you sign up to receive our newsletter or download gated content.
If you call us we will ask you during the conversation in order to assist you with your quotation/proposal/project.
We collect publicly available information from the organisation’s website.
3. Where we store your data
Our client information is stored within our password protected accounts system. Portals don't accept any form of card payments so we will never store these.
We will not keep your personal data longer than we need to, how long this is depends on several factors, including;
Why we collected it in the first place;
How old it is;
Whether there is a legal/regulatory reason for us to keep it;
Whether we need it to protect you or us.
4. Whether we share your data with any third parties
We will never sell your data to any third parties.
5. Your rights
Every user has eight rights. These are:
The right to be informed; this means anyone processing your personal data must make clear what they are processing, why, and who else the data may be passed to.
The right of access; you have the right to request Portals for copies of your personal data.
The right to rectification; the right to have your information corrected if you believe it is inaccurate.
The right to erasure; under certain circumstances you can ask for your personal data to be deleted. This is also called ‘the Right to be Forgotten’. This would apply if the personal data is no longer required for the purposes it was collected for, or your consent for the processing of that data has been withdrawn.
The right to restrict processing; you have the right to ask for a temporary halt to the processing of your personal data.
The right to data portability; you have the right to ask for any of your data being held to be provided in a structured, commonly used, and machine-readable format.
The right to object; you have the right to object to further processing of your data which is inconsistent with the primary purpose for which it was collected.
Rights in relation to automated decision making and profiling; you have the right not to be subject to a decision based solely on automated processing.
If you would like to exercise any of these rights, please contact us on hello@weareportals.co.uk
6. Cookies
Cookies are text files placed on your computer or device to collect standard Internet Log information and visitor behaviour information. Cookies are useful because they allow a website to recognise a user’s device and present them with tailored content.
The Portals website utilises Cookies supplied by the following third parties: Google Analytics and the Linkedin Insight Tag. The reason for using Cookies is to enable us to present you with information that we believe best suits your needs, based on your previous activity while visiting our website. We do not ask your permission to use these cookies because all information collected is anonymous.
Google Analytics: We use this Cookie to monitor the performance of our website. Details such as page popularity, loading times, portfolio interest and types of device used to browse our site, are all monitored.
Linkedin Insight Tag: This cookie is used to monitor the success of any marketing activities we carry out on LinkedIn. For example click-through rates, conversions and engagement rates. This data is completely anonymous and we do not have any way of accessing or seeing personal user information. If you would like to read the LinkedIn Privacy Policy, you can find it here: www.linkedin.com/legal/privacy-policy
You can set your browser not to accept cookies. For more information about cookies generally and how to disable them you can visit: https://www.cookiesandyou.com/
7. Mailing lists - not needed at this time (can add later after launch if we sign up to a newsletter)
When you subscribe to our newsletter the email address you provided is passed through our password protected and encrypted online CRM and is then exported directly and securely to Mailchimp to fulfil our newsletter service.
You can opt out our newsletter at any time by utilising the “unsubscribe” link at the bottom of every newsletter we send. When you unsubscribe from a newsletter managed via Mailchimp, your details remain on the list of past recipients. This is a measure to prevent circumstances such as a member of staff accidentally manually re-adding you. Mailchimp states: “As a compliance measure, subscribers who unsubscribe themselves can’t be deleted from your list.” However, provided you are still a subscriber at the point when you contact us, on request your details can be permanently removed from the list – please get in touch if you would like this to happen.
We never purchase mailing lists from third parties, nor do we sell any information to third parties.
8. Security measures
We believe in collecting minimal data from our clients. This is to ensure that should there be a breach of security, only data that is already within the public domain can be obtained. This is why we never ask you for a personal email address, home address, or bank details. We will only request your business contact information.
8.1 Due to the nature of the business we will at points need to be paid or transfer money between us and our clients and visa versa. These invoices will most likely contain bank details, however we will make sure this information is stored in a safe and secure folder that is password protected on a computer that is also password protected.
8.2 Again due to the nature of the business and employing freelancers and contractors on different jobs with us we will also need to pay freelancers or contractors via invoices. These invoices will also most likely contain bank details so that the said freelancer or contractor can get paid. We will use the information to pay the said freelancer or contractor and store this invoice in a secure folder that is password protected on a computer that is also password protected.
8.3 If we need to store your bank details on software equipment for future payments, we will let you know we are doing so if you do need this information to be removed at any instant it can be.
9. Privacy policies of other websites
The Portals website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
OTHER INFORMATION
For any amendments to information, “rights to be forgotten” or for information to be removed please email hello@weareportals.co.uk
Please allow us 72 hours to get back in touch with you in case we are unavailable on the day that you contact us.
Last Updated: January 2024